Executive Assistant to the President
Amherst Campus
Full Time
JR7124
Amherst has taken a leadership role among highly selective liberal
arts colleges and universities in successfully diversifying the
racial, socio-economic, and geographic profile of its student body.
The College is similarly committed to enriching its educational
experience and its culture through the diversity of its faculty,
administration and staff.
Job Description:
Amherst College invites applications for the Executive Assistant to
the President position. The Executive Assistant to the President is
a full-time, year-round position. The expected salary range for
this job opportunity is: $95,000 - $110,000 per year.
The salary offered will vary based on a number of factors,
including but not limited to relevant education, training, and
experience, tenure status, and other nondiscriminatory business
considerations. Amherst College is pleased to provide a
comprehensive, highly competitive benefits package that meets the
needs of staff and faculty and their families. Click here for
Benefits
Information.
The Executive Assistant to the President provides critical,
high-level administrative and operational support and is an
integral member of the team in the Office of the President.
Reporting to the Chief of Staff, this position works in close daily
partnership with both the president and the Chief of Staff, and
supervises a small team of full-time and casual staff. The
Executive Assistant serves as a trusted partner in managing the
president's time, and is responsible for organizing the general
functions of the Office of the President. They manage complex
calendars; support meetings and events; arrange presidential travel
and itineraries; supervise and provide office support for functions
like correspondence and budget processes; complete special projects
as needed; and serve as a primary point of contact for the Office
of the President. These duties are described in more detail
below.
This is a highly visible position that requires exceptional
judgment, initiative, diplomacy, and organizational skill. The
Executive Assistant will represent the Office of the President with
professionalism, warmth, discretion, and responsiveness. They must
communicate effectively with members of the Amherst community,
including students, faculty, staff, administrators, alumni,
parents, and trustees; build collaborative relationships with
campus partners as well as external contacts; and oversee a wide
variety of activities and ensure follow through on both their own
job tasks and those of their direct reports.
Candidates will be available to work a regular, full-time schedule.
Evening and weekend hours will be required to support presidential
events, trustee meetings, travel, or urgent institutional
needs.
Remote Work Eligibility: This position is considered an
on-site position and requires regular in-person presence. This
position may be eligible to work remotely on occasion, during
specific times of the year (e.g. semester breaks and summer) or for
specific types of job tasks, with prior supervisor approval.
Essential Duties and Responsibilities
Support for the President: Provide comprehensive administrative
support to the president, including calendaring, meeting
preparation, correspondence, travel planning, expense processing,
and daily logistical coordination.
- Maintain the president's calendar and provide daily and weekly
briefings to the president and the chief of staff. Exercise sound
judgment in anticipating needs and resolving scheduling
conflicts.
Receive and respond to inquiries for individual and group
meetings (internal and external). Work with the chief of staff to
prioritize requests for the president's time.
Coordinate presidential travel, including flights, lodging,
meals, transportation, etc.
Ensure appropriate preparation time for meetings, events, and
institutional commitments. Collect necessary information according
to deadlines to ensure the president is prepared and well informed
for meetings and travel.
Prepare documents (including itineraries, bios, etc.). Review
briefings and other materials provided to ensure they are complete
and accurate.
Draft follow-up correspondence resulting from meetings, as
requested.
Prepare and/or review documents for the president's review,
approval, or signature.
Assist the president with personal appointments and other
related tasks.
Office Management: Oversee the daily operations of the Office of
the President, ensuring a welcoming, organized, professional, and
service-oriented environment. Develop and maintain effective office
procedures and workflows to support the efficient operation of the
office.
- Provide direction to office staff to manage all routine matters
of the office, including the daily meeting schedule, visitor
reception, correspondence, filing, technology/facility needs,
etc.
- Provide direction and work closely with the house/residence
staff to coordinate management of the President's House and private
residence.
- Supervise and provide direction to direct reports for
scheduling and office coverage, training and professional
development, assigning work and monitoring workflow, and supporting
performance expectations.
- Plan and set the agenda for weekly staff meetings.
- Support the correspondence protocol, including the president@
email account, paper mail, etc. Review and approve text of routine
correspondence and communications.
- Track and follow up on inquiries and requests received by the
office.
- Enter contacts, recording correspondence and appointments, as
needed.
- Supervise the meticulous maintenance of comprehensive files and
ensure accurate record keeping (electronic and paper). Update and
assist with maintenance of Google Sites and Drives, as well as
other electronic resources. Arrange for appropriate archiving of
records in accordance with record retention policies in the Office
of the President and with Archives & Special Collections.
- Identify opportunities to improve office operations,
communication, systems, and service to internal and external
constituencies.
- Conduct research, compile information, and prepare materials to
support decision-making, as requested.
- Provide other support, as needed. Prepare letters, copy/scan
documents, complete records research and other administrative tasks
as assigned.
Support for the Chief of Staff: Provide operational support to the
chief of staff in advancing the priorities of the president's
office.
- Help coordinate the flow of information to and from the
President, ensuring timely follow-up on requests, commitments, and
decisions.
- Help ensure that requests are triaged appropriately, routed to
the correct office or leader, and resolved in a timely and
professional manner.
- Assist the Associate Vice President for Communications and Head
of Government Relations to format and proof presidential
communications, briefings, and other documents.
- Ensure the president is fully prepared and receives appropriate
support for remarks, briefing materials, etc.
- Coordinate searches for senior staff and office
personnel.
Budget Support: Support responsible stewardship of financial
resources in accordance with Amherst's financial policies and
procedures.
- Process invoices, reimbursements, purchase orders, budget
transfers, travel expenses, and retain required
documentation.
- Reconcile the president's credit card charges and process
expense reports in a timely manner.
- Ensure timely review and approval of transactions in
Workday.
- Supervise evaluation and processing of funding requests from
faculty and students.
- Supervise purchasing (i.e., ordering supplies, purchasing
gifts, etc.) in the office.
- Monitor expenditures and monthly reconciliation of the
president's departmental budgets. Coordinate with other
administrative offices to resolve questions.
- Assist the chief of staff with preparation of annual budget
requests.
Event Support: Plan and support presidential events. Coordinate
logistics for meetings and events that are hosted or attended by
the President or sponsored by the Office of the President.
- Work with the chief of staff to determine what support is
necessary for various programs and events in the president's
calendar and/or sponsored by the Office of the President. Events
can include but are not limited to receptions, dinners, retreats,
trustee-related gatherings, donor and alumni engagements, Amherst
community meetings, campus visits, and other special events.
- Work collaboratively with other offices to ensure well-executed
events. Anticipate logistical needs, identify potential issues,
make recommendations, and adapt plans as needed to ensure
successful events and meetings.
- Supervise or directly provide event support such as room
reservations, arranging meeting spaces, catering, tech support,
invitations, guest lists, event collateral (nametags, programs,
menus, place cards, etc.), transportation, lodging, accessibility
needs, and other event logistics. Staff events, as needed.
- Assist the chef/event manager with planning for events hosted
at the President's House.
- Supervise maintenance of attendee lists for all events. Draft
and send invitations, receive RSVPs and follow up as
appropriate.
- Prepare run-of-show, scripts, and other support documents for
major/flagship event scripts for the president (i.e. Commencement,
Convocation, Town Halls).
Qualifications
Required:
- Bachelor's degree or equivalent combination of education and
experience.
- At least 5 years of progressively responsible administrative,
executive support, office management, or related experience,
preferably in higher education, nonprofits, government, or a
complex mission-driven organization.
- Demonstrated experience supporting a senior executive or
high-level office.
- Experience managing calendars, meetings, travel, events,
budgets, expenses, and office operations.
- Experience supervising staff, student employees, or casual
workers.
- Proven ability to maintain confidentiality and exercise
discretion in handling sensitive information with tact and
integrity.
- Demonstrated organizational and time management skills,
including the ability to balance multiple projects, prioritize work
duties, and meet deadlines.
- Ability to maintain composure and sound judgment under
pressure.
- Ability to anticipate needs and take initiative in a fast-paced
environment.
- Flexibility to work independently or collaboratively with a
team.
- Strong interpersonal skills and ability to work effectively
with a diverse community of faculty, staff, and students and to
manage relationships and collaborate with other college departments
and offices.
- Excellent verbal and written communication skills, including
strong proofreading and professional correspondence skills.
- Proficiency in Google Workspace and other office productivity
tools.
- Successful completion of required reference and background
checks.
- An acceptable criminal offender records information (CORI)
check.
Preferred:
- Experience working in a college or university president's
office, provost's office, or other senior executive office.
- Familiarity with higher education governance, campus culture,
advancement, alumni relations, communications, and/or presidential
events.
- Experience with institutional budget systems, procurement
systems, travel systems, event management systems, and/or
constituent relationship management tools. The Office of the
President uses Zoom, Workday, Slate, OnBoard, Asana, among other
tools.
Interested candidates are asked to submit a resume and cover letter
online at
https://amherst.wd5.myworkdayjobs.com/Amherst_Jobs.
Please be sure to upload all requested documents prior to
clicking Submit. Applications cannot be revised once submitted.
(Current employees and students should apply by clicking on the
Jobs Hub icon from their Workday home screen.) Review of
applications will begin immediately and will continue until the
position is filled. Amherst College is committed to an inclusive
hiring process and will provide reasonable accommodations for
candidates throughout the application and interview process upon
request.
It is unlawful in Massachusetts to require or administer a lie
detector test as a condition of employment or continued employment.
An employer who violates this law shall be subject to criminal
penalties and civil liability.
To apply, visit https://apptrkr.com/9751216"">https://amherst.wd5.myworkdayjobs.com/en-US/Amherst_Jobs/job/Amherst-Campus/Executive-Assistant-to-the-President_JR7124
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